Message-Id: <199906300334.XAA21018@scrubbing-bubbles.mit.edu>
To: asa-exec@MIT.EDU
Subject: minutes 
Date: Tue, 29 Jun 1999 23:34:24 EDT
From: Jennifer C Berk <jcberk@MIT.EDU>


agenda:
*Christian Bulletin Board issue
*Stuffing party
*Money issues- security of account #s- Alvar's email
*Midway update, Rules
*Mail early returns
*Recognition business: $50K, Thistle, Songwriting, Yoga, Old Files
//*Space allocation (re-rooming)
//*Bulletin Board re-allocation
//*other business (new officer packets/ faq sheet)- Jake and the UA?


present: Scott Ramming, Anna B, Jen C, Jen B, Riyaz B, Alvar
tardy: Lex, 

***Christian Bulletin Board issue
-------------------------------------

Scott- Conflict of Interest; Christian bulletin board issue
should Scott stay on the email list?
is Brian's draft email okay? should be revised to state authority
over board space more clearly- 

need an addendum to say: 
*<these> are the Christian groups authorized to use the board*.
<make list> (go to asa webpage and look under religious groups)
Scott will do this right now.

this is all moot in the fall when re-allocation takes place.
tip for re-allocation-
have a specification where groups can say:
this is who I WANT to be near, this is who I REFUSE to be near.

Scott gives history of conflict, clarification of group names.

we should have more specific rules in the future regulating board
use. set up more rigorous rules. set limit as to how many groups
can share a space?


***Stuffing
-------------------------------------
JenC- there is a new directory in mit/asa/SummerMailing
with official list records.
has Riyaz's numbers.

Mailing issues- KSA, CCC, Chorallaries, folk dancing club
did not turn in flyers, but can turn in flyers tomorrow,
then we can see if they're confused.

Toons- late, want to turn in new flyer. NO
CCC- confused. emailed on Sunday. claimed to have turned in flyer.
     Alvar calls Alice Choi now.
Chorallaries- want copy of the flyer. no record of flyer turned in.
     They can turn in a copy tomorrow. Lex emails khell@ now.
KSA- want copy of the flyer. no record of flyer turned in.
     They can turn in a copy tomorrow. Lex emails ewchoi@
Folk dancing- resolved.
African Student Association- want to pay us, but we don't have their
     flyer. Flyer not turned in.

Brian will get the account numbers out of the reaper and give
them in spreadsheet form to Edmund.


JenB- postage on envelopes. $1.58 per envelope.
Mailing is at 7pm.
ASA-EXEC needs to be there at 6pm.

We need nametages in order, at the tables, in the order
we want the flyers to go.

Need sealing envelope people.
Envelopes need to be stamped with return address.

everyone but lex will be there.

*Account Security
----------------------------------
we should take account #s out of public directory
or encrypt them- asa's customized password encryption.

within the asa directory, have a finances subdirectoy-
afs accessible. erase account #s after the mailing.

ask Brian to think of a reasonable solution.
we'll discuss this more at a later date. 


*Midway
---------------------------------

remind people you know to run setup asa to reserve booths-
tomorrow is the deadline.
Alvar and Riyaz are in charge.
Rules:
1. less noise- 
2. how many people you can have, where they can be
3. outside the Midway- first come, first serve space

demonstration space
getting both floors - possible conflict with athletics gateway,
but it's in Rockwell.
Midway 6:30-9p.

more discussion when we know who's registered.
---------------------------------
other business:

Alvar has a meeting this Friday to discuss more bulletin board space.

---------------------------------
*Recognitions, (official business)

Thistle: NORML is using their room. What's up with Thistle,
   why do they have office space. Anna emails the Thistle to
   see what's going on with them.
$50K: approved, they'll get space reserved at the Midway.
    BRIAN should send out the official 
    you're-preliminarily-recognized email.
Songwriting: need to submit official forms- they'll have
     a booth if there's enough space.
Yoga: no paperwork turned in. don't know what to do with them.
    we will not follow-up again until they contact us again.

Old Files: Anna and Riyaz will continue to attempt to
go through the old files.
Anna will archive minutes.

-----------------------------meeting adjourned 11:30pm----------------

Respectfully submitted,
Anna Benefiel
ASA Secretary